Senior Administrative Coordinator

The Rector & Visitors of the University of Virginia; Charlottesville, Virginia, Evanston Township (VA, MN, IL); On-site; Full time

Job summary

The Department of Media Studies at a leading university seeks a Senior Administrative Coordinator to support faculty and students through office management, academic advising, and event planning. This role requires strong organizational skills and proficiency in various office tools. The position is primarily in-person, located in Charlottesville, VA, offering competitive pay and benefits.

Qualifications

• Six years of experience required; Bachelor's may substitute.
• Demonstrated knowledge of general office practices.

Responsibilities

• Provide administrative support to faculty and students.
• Plan events and manage travel arrangements.
• Develop course schedules and advise students.

Skills

Attention to Detail

Office Practices

Computer Skills

Education

High School Diploma

Tools

Workday

Microsoft Office OneDrive

Smartsheet

Job description

The Department of Media Studies at the University of Virginia is seeking a Senior Administrative Coordinator to join a dynamic and growing department to provide administrative, academic, and event support to faculty and students. This individual will work closely with the Department Manager to support a composite of operational functions.

Job Duties

Office Management:

• Reception - provide support for students, staff, or community visiting or contacting the office by greeting visitors, answering the phone lines, and monitoring a shared central email address

• Planning events including visiting speakers, colloquia, faculty meetings, student gatherings, and graduation

• Arranging travel and accommodations and processing reimbursements and honoraria for guests

• Create expense reports, supplier invoice requests and purchase orders in Workday

• Maintain the Department web site, social media accounts, and email lists; communicate pertinent events and opportunities to faculty and students

Academic & Student Support:

• Develop fall and spring course schedules for undergraduate and graduate programs; work with the University Registrar's office to establish room assignments

• Advise students and advisors of program requirements and deadlines, and subsequently track students' progress through their completion of program requirements and similarly coordinate with advisors and students to rectify incomplete requirements

• Process student actions as needed, including processing academic requirement exceptions, change of grade forms, study abroad paperwork, probationary documents, declarations of major procedures, and graduation processing forms

• Provide additional support to Director of Graduate Studies and Director of Undergraduate Programming, as needed

Minimum Requirements
Education: High School Diploma
Experience: Six years of experience. Bachelor's degree may substitute for experience.

Preferred Qualifications

• Demonstrated knowledge of general office practices and procedures

• Ability to manage multiple responsibilities while paying attention to detail

• Working knowledge of SIS, Workday, and other University systems

• Strong computer skills and proficiency in MS Word and Outlook and also use of cloud-based document management (Microsoft Office OneDrive, Box, Smartsheet) to share and collaborate with others

Additional Details

This position is located in Charlottesville, VA and is an 80% in-person position.

The anticipated salary range for this position is $27/hour-$33/hour commensurate with experience. This is an non-exempt position with UVA benefits.

Application Instructions: Apply Now. Internal applicants must apply through their UVA Workday profile, search Find Jobs and then R0072115. Complete an application online and include the following documents:

• A CV/resume

• A cover letter is optional but strongly encouraged

All documents can be loaded into the resume submission field, multiple documents can be submitted into this one field. Incomplete applications will not be considered.

For questions about the application process, please contact Margaret Weeks, Academic Recruiter. Before a formal offer of employment is extended, the selected candidate will undergo a background check per university policy.

Physical Demands
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physicians Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experience. We are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.